Transferring Payments

Last Revision: August 27, 2019

Transfer payments are used when you need to move payments between hotels, between pay periods for the same hotel or between different hotels, and between tax units (unless discount is involved, when the entire payment must be transferred).

Entitlements:

HOTPAYMENT_TRANSFERS: Allows users to open a transfer deposit.

  1. Open or re-open a transfer deposit from the Deposit Control screen.
  2. Click Payment Transaction; the Transfer screen will appear.
  3. On the From side of the screen, click Edit.
  4. Enter an hotel ID in Account No. field.  

If you do not know the hotel ID, see Searching for an Account.  

Note:  At any time during the transfer process, you can click Reset to clear the screen and begin again.

  1. Enter the Year you are transferring funds FROM.
  2. In the Period field,  click the Filing Period you are transferring fund FROM.
  3. Press Tab. The Owner No. and Owner Name will be populated.
  4. Leave the Tax Unit field blank to transfer the entire payment for that year and pay period, or enter a specific collecting, fee, or escrow tax unit number (for ex., 8001, 9150).
  5. The Remit Seq. field defaults to the remit sequence number for the most recent payment. To choose a different payment, click the Star button ( ) to the right of the field, select the remit sequence number corresponding to the payment you want to transfer, and click OK.
  6. The Receipt field defaults to the receipt number associated with remit sequence selected above. If there is more than one receipt number for the remit sequence, click the Star button ( ) to the right of the field, select the receipt number corresponding to the payment you want to transfer, and click OK.
  7. The Payer No. defaults to the payer associated with the payment selected (via the year, unit, period, remit sequence, and receipt numbers). If more than one payer exists for this payment, click the Star button ( ) to the right of the field, select the payer number corresponding to the payer you want to use, and click OK.
  8. Press Tab. The Payer Name, Base Levy, and Amount Paid (at the bottom of the screen) fields will populate.

At this point you need to decide how you want the funds distributed on the TO side.

  1. On the From side of the screen, click Edit.
  2. Enter an hotel ID in Account No. field.  
  3. Enter the Year you are transferring funds FROM.
  4. In the Period field,  click the Filing Period you are transferring fund FROM.
  5. Press Tab. The Owner No. and Owner Name will be populated.
  6. Leave the Tax Unit field blank to transfer the entire payment for that year and pay period, or enter a specific collecting, or fee unit number (for ex., 8001, 9150). To choose an escrow unit, click Escrow Units, select a unit, then click OK.
  7. The Receipt field defaults to an available receipt number for that account, year, and period. If there is more than one receipt number available to use, click the Star button ( ) to the right of the field, select the receipt number, and click OK.
  8. Press Tab. The Base Levy field will populate. Refunds are not included, only amounts due. If discounts could be applied, the Base Levy will be the levy minus the discount.
  9. If you want to have the system allocate the funds in the Move column proportionally among all of the fields in the Receive column:
  10. Enter the amount(s) to move in the Move column.
  11. Make sure the Auto Pay box is checked.
  12. Click Transfer Payment; a Process Transfer message will appear.
  13. Click Yes to continue.  
  14. If you want to move the amounts in each line in the Move column to a different line in the Receive column or to adjust the amounts in each line:
  • Uncheck the Auto Pay box to remove the check box.
  • Enter the amount(s) to move in the Move column.
  • Enter each individual amount in the Receive column.
  • Click Transfer Payment.
  1. Click OK to the Process Complete message.

Note:  You cannot transfer more than the amount owed on the TO account. You will get a warning message if you attempt this.

  1. If your next transfer uses the same accounts as the one you just finished, click Show Last Accounts to retrieve account numbers from the last transfer transaction and populate them in the From and To columns.